ITB 020 24000000600 Printing of the RSA Advisor Newsletter
| Agency: | The Retirement Systems of Alabama |
|---|---|
| State: | Alabama |
| Level of Government: | State & Local |
| Category: |
|
| Opps ID: | NBD16877235064651839 |
| Posted Date: | Nov 28, 2023 |
| Due Date: | Nov 27, 2023 |
| Source: | Members Only |
ITB 020 24000000600 Printing of the RSA Advisor Newsletter
The purpose of this ITB is to establish an agreement with a qualified vendor for
the monthly printing of the full-color newsletter, four to eight pages in length.
Q&A for ITB 020 24000000600 - updated 11/15/23
Contact:
Katelen Allen
katelen.allen@rsa-al.gov
Proposals Due:
11/27/2023, 4:30 p.m.
Bids Opened:
11/28/2023, 10:00 a.m.
Attachment Preview
Retirement Systems of Alabama
Invitation to Bid
ITB 020 24000000600
For:
Printing of the RSA Advisor Newsletter
Agency Contact:
Katelen Allen
Katelen.allen@rsa-al.gov
334-517-7130
Bids will be accepted from: 11/6/23
to: 11/27/23 4:30 PM
Bids will be opened: 11/28/23 10:00 AM
TO BE COMPLETED BY VENDOR
Information in this section should be provided as appropriate. Bid Response must be in ink or typed with original signature and notarization.
1. Delivery: Can be made _____________days of __________weeks after receipt of order.
2. Terms: ______________ (Discounts are taken without regard to date of payment.)
3. Price valid for acceptance within __________days.
4. Vendor’s quotation reference number, if any _________________ (this number will appear on the purchase order.)
5. E-mail address: __________________________ Internet Website: _____________________
6. General Contractor’s License No: _____________________ Type of G.C. License: ___________
Return invitation to bid:
Regular Mail_________
Retirement Systems of Alabama
Director of Office Services
P.O. Box 302150
Montgomery, AL 36130-2150
_________Courier___________
Retirement Systems of Alabama
Director of Office Services
201 S. Union St
Montgomery, AL 36104
Signature and Notarization Required
I have read the entire bid and agree to furnish each item offered at the price quoted. I hereby affirm I have not been in any agreement or collusion among
bidders in restraint of freedom of competition by agreement to bid at a fixed price or to refrain from bidding.
Sworn to and
Subscribed before me this
______ Day of ________
VSS/Alabama Buys Vendor Number
Company Name
Authorized Signature (Ink)
Type/Print Authorized Name
_____________________
Notary Public
Term
Expiration_____________
Mail Address
City, State, Zip
Phone Including Area Code
Title
Toll Free Number
Fax Number
BID RESPONSE INSTRUCTIONS
The following documents are part of this Invitation to Bid: Bid Response
Instructions, General Conditions and Specifications of Bid, Bid Price Form,
RSA Standard Terms and Conditions for Solicitations and Contracts, RSA
Reservation of Rights and Requirements for ITBs and RFPs, State of Alabama
Disclosure Statement, Certificate of Compliance with the Beason Hammon
Taxpayer and Citizen Protection Act (Immigration Compliance Certificate),
IRS Form W-9, and RSA Confidentiality and Non-Disclosure Agreement. All
of these documents may be found on RSA’s website at www.rsa-al.gov/about-
rsa/itb-rfp/.
READ ALL TERMS, CONDITIONS AND SPECIFICATIONS PRIOR
TO SUBMITTING BIDS.
All bids must be sealed. Label your sealed bid response envelope with the
BID NUMBER and OPENING DATE. Bids not sealed and identified may
be rejected.
Submit your bid on time. ALL LATE BIDS WILL BE REJECTED. The
Retirement Systems of Alabama assumes no responsibility for bid responses
that are late due to the U.S. Postal Service, private courier service, or any
other reason.
Bid responses must be signed and notarized. Signatures must be original,
hand-written.
Bid pricing must be submitted on the attached Bid Price Form without
modification, must include all requested information, and must be signed by
an authorized representative for bidder.
Any errors or corrections to a bid response must be initialed.
Delivery date may be considered a factor in determining an award.
Any questions or clarifications concerning this bid should be directed to
Katelen Allen at katelen.allen@rsa-al.gov. Bidders should not rely on oral
information and should only consider written information provided by RSA
Office Services when completing this bid.
STATE LAWS: All bidders are responsible for compliance with all laws and
Executive Orders and opinions of the Attorney General of Alabama.
The Retirement Systems of Alabama is exempt from paying Federal Excise
Tax, state and local sales tax.
ITB 020 24000000600
for
PRINTING OF THE
RSA ADVISOR NEWSLETTER
PURPOSE
The purpose of this Invitation to Bid (ITB) is to establish an agreement with a qualified vendor for
the monthly printing of the full-color newsletter, four to eight pages in length.
AGREEMENT PERIOD
It is the intent of RSA to establish a five-year agreement with the successful bidder. The agreement
period shall run from January 1, 2024, through December 31, 2028, and will include the February
2024 through January 2029 issues. Awarded vendor must begin preliminary work on the February
2024 Advisor issue no later than January 2024 in order to meet delivery schedule.
RESPONSIVE AND RESPONSIBLE BIDDERS
Bidders are required to meet the responsive bidder test and the responsible bidder test in order to
be eligible for possible award of contract. In order to be considered responsible, bidders must have
the capacity in all respects to perform fully the contract requirements and must have the integrity
and reliability to assure good faith performance. In order to be considered responsive, bidders
must follow bid submission instructions and meet all bid specification, terms, and conditions.
The successful bidder will be required to execute the attached Agreement for Printing of the RSA
Advisor Newsletters without modification.
ALABAMA BUYS REGISTRATION REQUIRED
Bidders must be registered in the State of Alabama’s AlabamaBuys to be considered for award.
Visit www.alabamabuys.gov to register.
BID PRICING
The Retirement Systems of Alabama requests pricing for the printing of the full-color Advisor
newsletter. The pricing must be in the format set forth on the attached Bid Pricing Sheet.
Bidders must include all costs associated with providing the specified services. No additional
charges beyond those specifically delineated herein will be allowed.
No more frequently than once per contract year, to be effective on the following anniversary date
of the contract, the Retirement Systems of Alabama will consider a mutually agreed upon price
adjustment based solely on any increase in the cost of paper incurred by the Contractor from their
supplier and only to the extent of such increase. The Contractor must provide, with their request,
documentation indicating the amount of the increase incurred.
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BID OPENING
Bids must be received by the Director of Office Services for the Retirement Systems of Alabama
at the address below no later than 4:30 PM November 27, 2023.
U.S.P.S. Delivery:
Retirement Systems of Alabama
Director of Office Services
P.O. Box 302150
Montgomery, AL 36130-2150
Courier Service or Hand Delivery:
Retirement Systems of Alabama
Director of Office Services
201 S. Union St.
Montgomery, AL 36104
Bids will be publicly opened November 28, 2023 at 10:00 AM. in Suite 521 of the RSA
Headquarters Building located at 201 South Union Street, Montgomery, Alabama 36104.
BID EVALUATION AND AWARD
The bid will be awarded “all or none” to the lowest responsive and responsible bidder meeting all
specifications, terms and conditions. The Retirement Systems of Alabama reserves the right to
reject any or all bids and to waive any technical errors or discrepancies if, in their judgment, it
would be in the best interest of the RSA to waive such errors or discrepancies.
INTENT TO AWARD
The Retirement Systems of Alabama will issue an “Intent to Award” before a final award is made.
The “Intent to Award” will be posted on the RSA website (www.rsa-al.gov/about-rsa/itb-rfp/) for
a period of 14 calendar days, after which a final award will be made. Upon final award, all rights
to protest are forfeited. A detailed explanation of this process is set forth in the Retirement Systems
of Alabama Procedures for Resolution of Controversies posted on the RSA website.
BIDDER REFERENCES
Bidders must include in their bid package a minimum of three references of clients who currently
utilize Bidder’s printing services. References must include company name, contact person, and
telephone number. Failure to include references and/or failure of the references to report
satisfactorily on the services provided may result in bid rejection.
SPECIFICATIONS
o Printing shall be in full color, both sides.
o Paper shall be 70# Husky Offset.
o Price shall include all costs of typesetting, artwork, minor changes, corrections as deemed
necessary by the editors, transportation, overhead, profit, and delivery.
o Because of the timely nature of the Advisor content, strict adherence must be given to our
established delivery schedule of six calendar days after receipt of manuscript. Printer must
have the capability of making deletions and insertions up to one hour before printing time.
o To ensure delivery schedule, the printer must have typesetting equipment and art staff. The
printer’s artist will be required monthly to provide appropriate art pertinent to the
newsletter contents as indicated by the editor.
o To facilitate consultation and to assure maximum marketable quality, a representative of
the printer’s office (one fully appraised of printing and artwork) must pick up copy at the
editor’s office and must personally deliver and pick up all proofs. Proofs must be carefully
proofread before delivery to the editors. Proofs must be high quality color laser, trimmed,
and folded to 8½” x 11”.
o Printer’s office must be within 30 miles of RSA Headquarters.
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o After proofs are corrected, any additional errors made by the printer when correcting errors
will necessitate a reprinting at the printer’s expense.
o After final approval, printer must email a low resolution .pdf file to the RSA for use on the
RSA website.
o Printer must deliver the Advisor newsletters to a mailing service designated by the RSA as
soon as the Advisor newsletters have been folded.
o Printer must communicate any printing delays immediately to the RSA Communications
Division.
o Bidders must provide references documenting their ability to provide timely printing on an
ongoing basis over a twelve-month period.
MONTHLY QUANTITIES
The RSA Advisor is four pages in length. There will be approximately four hundred and five
thousand (405,000) issues each month, 12 times a calendar year. Up to twelve months per calendar
year, two hundred and eighteen thousand (218,000) of those issues will include a four-page
PEEHIP Advisor insert.
One or possibly two months per calendar year all four hundred and five thousand (405,000) issues
will include a four-page insert (not referring to the PEEHIP Advisor insert).
For the four-page Advisor (when there is no PEEHIP Advisor insert):
o One thousand (1,000) four-page Advisors folded to 8½” x 11” shall be delivered to the
Retirement Systems of Alabama at 201 South Union Street, Montgomery, Alabama 36104.
o Four hundred and five thousand (405,000*) four-page Advisors folded to 8½” x 5½” shall
be delivered to a mailing service designated by the Retirement Systems of Alabama.
For the four-page and eight-page Advisor (when there is a PEEHIP Advisor):
o One thousand (1,000) Advisors including the PEEHIP Advisor insert folded to 8½” x 11”
shall be delivered to the Retirement Systems of Alabama at 201 South Union Street,
Montgomery, Alabama 36104.
o One hundred and eighty-nine thousand (189,000*) four-page Advisors (non PEEHIP)
folded to 8½” x 5½” shall be delivered to a mailing service designated by the Retirement
Systems of Alabama.
o Two hundred eighteen thousand (218,000*) four-page Advisors to be folded to 8½” x 5½,
plus two hundred eighteen thousand (218,000*) four-page PEEHIP Advisor inserts to be
folded to 8½” x 5½”, inserted in the four-page Advisor, and delivered to a mailing service
designated by the Retirement Systems of Alabama.
For the eight-page Advisor (when there is a four-page insert):
o One thousand (1,000) eight-page Advisors folded to 8½” x 11” shall be delivered to the
Retirement Systems of Alabama at 201 South Union Street, Montgomery, Alabama 36104.
o Four hundred and five thousand (405,000*) eight-page Advisors folded to 8½” x 5½” shall
be delivered to a mailing service designated by the Retirement Systems of Alabama.
*Quantities may increase or decrease over time. Printer will be advised of Advisor counts each
month.
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